Constitution

Constitution of the West Lancs Modellers Society (Cooperative)

Preamble

We, the founding members of the West Lancs Modellers Society, united by our passion for and appreciation for a wide range of modelling activities, do hereby establish this constitution. Our cooperative is formed on the principles of equality, shared responsibility, and collective decision-making. Through this framework, we aim to nurture creativity, craftsmanship, and camaraderie among model enthusiasts.

Article I: Name and Objectives

Section 1. Name

The organization shall be known as the West Lancs Modellers Society.

Section 2. Objectives

The Society is established to:

•  Promote the Craft of Model Making: Encourage and assist in both traditional and contemporary model-making techniques.

•  Foster a Cooperative Community: Ensure that every member can contribute to and benefit from an environment of shared learning and mutual support.

•  Preserve Heritage: Celebrate and replicate the design and engineering details of locomotives and other transport categories.

•  Organize Inclusive Activities: Facilitate meetings, workshops, exhibitions, and social events that engage members fully and encourage open participation.

•  Sustain Growth: Enhance educational and practical opportunities through resource sharing and collaborative projects.

Article II: Membership

Section 1. Eligibility

• Membership is open to all individuals passionate about model making—regardless of age, background, or level of experience.  

• Prospective members must complete a membership application.

Section 2. Membership Categories

•  Full Members: Hold equal rights in decision-making, vote on society matters, and may lead projects.

•  Associate Members: Are welcome to participate actively in events and discussions; their participation rights will be defined by the cooperative’s collective decisions.

Section 3. Rights and Responsibilities

 Rights:

• Attend and participate in all general meetings and workshops.

• Propose, debate, and vote on Society matters.

• Share in the cooperative’s projects and successes.

 Responsibilities:

• Uphold the Society’s cooperative principles and values.

• Actively participate in discussions and shared tasks.

• Respect all members and contribute to a positive, inclusive environment.

Section 4. Termination of Membership

Membership may be suspended or terminated only upon a fair, collective decision. The affected member shall be provided with an opportunity to present their case before any action is taken.

Article III: Cooperative Governance

Section 1. Collective Decision-Making

•  All major decisions affecting the Society—ranging from event organization to budget approval and constitutional amendments—shall be made at general meetings where every full member has one vote.

•  Decisions can be reached through consensus or, if necessary, by a simple majority vote.

Section 2. Facilitator Role

•  For day-to-day coordination and meeting facilitation, the membership shall elect a Facilitator for a term of one year.

Role of the Facilitator:

•  Organize and announce meetings.

•  Ensure discussions remain focused and that all voices are heard.

•  Assist in implementing the decisions made collectively.

• The Facilitator has no overriding power; they serve solely as an organizer and mediator.

• The role of Facilitator is rotating and subject to re-election or recall by the membership.

Section 3. Proposal and Conflict Resolution Process

•  Any member may propose new initiatives or changes by submitting a written proposal at a general meeting.

•  Should conflicts or disputes arise, the cooperative will endeavour to resolve them internally through open discussion, and if needed, through a mediation process agreed upon by the membership.

Article IV: Meetings

Section 1. General Meetings

•  The Society shall hold regular general meetings where all full members are invited. These meetings are the principal venue for decision-making.

•  At each meeting, members can propose ideas, debate initiatives, and vote on Society matters.

Section 2. Annual General Meeting (AGM)

•  An AGM shall be held each year (by a mutually agreed month) to review the Society's progress,  confirm the annual budget, renew the Facilitator role, and address any matters that require broad consensus.

Section 3. Special Meetings

•  Special meetings may be convened by any full member if urgent matters come to light.

•  Notice, along with a clear agenda, must be provided to all members at least two weeks in advance.

Article V: Financial Management

Section 1. Funds and Dues

•  The Society may collect membership fees, contributions, and donations.

•  All collected funds shall solely be used to support the cooperative's initiatives, events, and necessary resources for model making.

Section 2. Budget Approval and Accountability

•  The Facilitator (or a volunteer designated by the membership) will compile an annual budget.

•  The proposed budget must be submitted for approval at the AGM, where every member has the right to question and suggest revisions.

•  Full financial records will be maintained and made available to members for transparency and collective oversight.

Article VI: Amendments to the Constitution

Section 1. Proposal for Amendments

•  Amendments to this constitution can be proposed by any member by submitting the proposed change in writing.

•  The proposal shall be distributed to all members at least four weeks before the meeting where it is to be debated.

Section 2. Adoption of Amendments

•  Amendments are adopted by a two-thirds majority vote of the members present at the meeting.

•  Approved amendments take effect immediately, unless the membership decides otherwise.

Article VII: Code of Conduct

Section 1. Expected Behaviour

• All members are expected to conduct themselves with respect, kindness, and professionalism.  

• Constructive dialogue and a willingness to understand differing perspectives are essential to our cooperative spirit.

Section 2. Addressing Disputes

•  In case of disputes, members shall first seek resolution through direct, respectful communication. If necessary, a mediation process may be instigated by a consensus of the members to ensure fair and amicable resolution.

Article VIII: Dissolution

Section 1. Conditions for Dissolution

•  The Society may be dissolved by a two-thirds majority vote of the total membership, provided that all liabilities and obligations are resolved.

Section 2. Distribution of Assets

•  Upon dissolution, any remaining assets shall be allocated to a charitable or educational organization that aligns with the Society’s objectives, as determined by a collective decision of the members.

Article IX: Adoption and Future Review

Section 1. Adoption

•  This constitution is adopted by the founding members of the West Lancs Modellers Society and becomes effective as of the inaugural meeting in March 2025.

Section 2. Periodic Review

•  The constitution shall be reviewed at least once every two years to ensure it remains relevant and supportive of our collective aspirations.  

This constitution is designed to serve as a flexible and inclusive framework that reflects the cooperative spirit of the West Lancs Modellers Society. Its focus on shared responsibility and democratic decision-making is intended to keep the society dynamic, resilient, and true to its heritage and values.

March 2025